Office Manager - Construction

RPMGlobal; San Antonio (TX); On-site; USD 58,000 - 75,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Life Insurance

Disability Insurance

Company Holidays

PTO

401k with company match

Employee Discounts

Job summary

American Fence Company in Texas is hiring a Construction Office Administrator to manage accounts receivable, billing, and contract administration. The successful candidate will be highly organized, communicate clearly, and be proficient with common accounting software.

Duties include invoicing, cash reconciliation, lien and payroll coordination, support for project files, and onboarding new hires. Requires two+ years AR experience and familiarity with JD Edwards; notary license is required.

Qualifications

• 2+ years of experience in Accounts Receivable and billing.
• Experience in Construction Contract Administration is helpful.
• Proficient with Excel, Word and Outlook.
• JD Edwards experience preferred.
• Notary public commission is required.

Responsibilities

• Accounts receivable and billing processing including invoicing and pay applications.
• Conduct cash reconciliation, verify checks, and post payments.
• Coordinate collection activity per aging report and procedures.
• Maintain and file job and contract paperwork (change orders, P.O., etc.).
• Prepare lien release forms and manage project paperwork.
• Assist with onboarding and HR support for new hires.

Skills

Accounts Receivable

Billing

Excel

Word

Outlook

JD Edwards

Notary Public

Education

High School Diploma or GED

Associate's Degree in Business (preferred)

Notary Public License (required)

Tools

JD Edwards

Accounting Software

Job description

American Fence Company is hiring a Construction Office Administrator. Pay range is $28.00 - $36.00/hour DOE. Successful candidate will be very well organized, have excellent communication skills and be computer literate. Must have prior experience in construction industry and contract administration.

About Us:
American Fence Company , founded in 1948, is one of the largest installer of rental and permanent fence that is focused on future growth. We provide a high quality of fencing solutions by valuing our employees which has resulted in average tenure of 9 years of employment.

Overview of Duties:

• Accounts receivable and billing processing including, entering invoices into current system and AIA/Customers Pay Application.
• Conducts cash reconciliation including verifying check information, running checks through Certegy system for checks that come in the mail, collecting all C.O.D. monies, preparing and depositing checks/cash, running credit cards, retrieving credit card batch settlement, posting payments cash/check/credit card batches in current system, creating deposit summary, preparing and distributing daily cash balancing packet.
• Conduct collection activities including running aging report, make collection calls, discuss with Branch Manager and Sales Personnel, and follow company collection procedures.
• Enter all notes for any collection activity in current system.
• Maintain job and contract files with all pertinent paperwork i.e. contract, credit approval, contract/P.O. approval, change orders, R.O. quote sheets, materials issuing, sub addendum, preliminary notices, billing and recap sheets. Prepares preliminary notices per company policy and file in job file.
• Maintain and reconcile petty cash drawer and input in current system.
• Obtain approval from branch manager and forwards invoices received at the branch to corporate office.
• Approve and assign Report of Order (R.O.) number to new jobs and to existing jobs by obtaining manager approval/customer signatures and approval from Corporate Credit
• Manager and Contract Administrator if applicable, verifying all paperwork is submitted. May need to collect down payment money for C.O.D. jobs prior to assigning R. O. If new customer, create customer numbers in current system. Enter information into the R.O. log and into current system.
• Keys monthly inventory into current. May assist with counting or daily inventory recording as needed.
• May assist subcontractors with submitting pay applications and completing sub addendums.
• Prepare lien release forms for manager's signature.
• Collect time cards from manager ensuring proper approval and submit to payroll.
• Prepares certified payroll checklist and forward to payroll for all certified payroll jobs.
• Coordinates new hire process, safety training, and on-boarding for new hires in conjunction with Human Resources and Branch Manager.
• Provides on-site HR support for employment, benefits and personnel records management.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Ensure all paperwork required by Corporate is sent within designated time frames.
• Open and distribute incoming mail.
• Order and dispense office supplies.
• May be backup for counter sales position.
• Other general office duties as assigned.

Education:

High School Graduate or General Education Degree (GED): Required
Associate's Degree (two year college or technical school) Preferred, Field of Study: Business

Experience:

• 2 plus years of experience in Accounts Receivable
• Experience in Construction Contract Administration helpful

Computer Skills:

• Type and 10-key by touch.
• Proficient in Excel, Word and Outlook.
• Experience in JD Edwards software preferred.
• General knowledge of accounting software.

Certifications & Licenses:

• Currently hold or have the ability to obtain state notary public commission required.

Benefits:

We offer full Benefit packages to our employees including:

• Group Medical Insurance with prescription coverage
• Dental Insurance
• Basic and Voluntary Life Insurance
• Voluntary AD & D Insurance
• Short and Long Term Disability Insurance
• Company Paid Holidays
• Paid Time Off (PTO)
• 401k with company match
• Employee Discounts

EOE/AA/M/F/D/V - Drug Free Environment